Authorize.net payment reconciliation report for ASWBCentral

This article will outline the various sections of the Authorize.net payment reconciliation report for ASWBCentral

Background / Business Case

The MERS team processes pre-approval applications for Colorado, Texas and Utah which are submitted through the ASWBCentral online system. As part of this submission process, the applicant may select to pay for their application fee via credit card. In these instances, the applicant is redirected to Authorize.net where the credit card information is captured and a authorization in the amount of $60 is obtained. Once the authorizatin is approved, the applicant returns to the ASWBCentral online system to submit their application.

Once the application has been submitted the MERS team uses the ASWBCentral desktop application to import the application so that it may be reviewed. The importing of the application accomplishes three tasks. 1) ASWBCentral desktop communicates to Authorize.net requesting the funds allotted through the previous authorization be captured, 2) the applicant is notified that we have received the application, and 3) the application is moved into the “Awaiting Initial Documents” status.

System requirements of successful transactions

To reflect the successful capture of funds in both authorize.net and ASWBCentral the following conditions must be met:

• Transaction is listed as “Captured/Pending Settlement” in the Authorize.net pending transaction list (if reviewed prior to settlement) or “Settled Successfully” on the Authorize.net Settled transaction list (if viewed after settlement)

• The payment record in ASWBCentral must have both

  • the IsCollected flag set, and

  • a date populated in the “DateCollected” fields.

If any one of the above conditions are not met, the payment is considered in error and will be on the report.

Report Design

The report has been designed to notify staff of any issues which may 1) affect the successful capture of a payment, 2) affect the accurate reporting of a payment from within ASWBCentral, 3) limit the ability for staff to reconcile a payment to historical Authorize.net reports. To ensure clarity, the report will be broken up into several sections, listed below. These sections indicate a specific issue with the payment record in ASWBCentral, Authorize.net or both. The report will also provide a summary of the number of imported applications, and successfully processed payments.

The report will be run automatically every 2 hours and sent via email to specific individuals designed by the MERS team. When run the report will capture all applications imported in the last 2 hours utlizing a 15 minute offset to avoid duplication of errors being reported. For example, if the report is run at 3:00 PM, it will contain a list of all applications with errors imported between 12:45PM and 2:45PM, the report run at 5:00 PM will contain all of the applications with errors imported between 2:45PM and 4:45PM.

About this document

This document is to be used to explain the issue that has occurred resulting the transaction to appear on the report, and the troubleshooting steps that need to occur to correct the error.

Purpose 1 - Notify users of payments that should have been collected but hasn’t been collected in Auth.net

Conditions

Steps to resolve

  Purpose 2 - Notify users of collected funds in Auth.net that should not have been collected (rare)

Purpose 3 - Notify users of payments without any associated auth.net transaction

Purpose 4 - Notify users of payments in ASWBCentral with different transaction numbers than those in Auth.net

Purpose 5 - Notify users of count of imported Payments in ASWBCentral with auth.net transactions in Pending Capture status

Purpose 6 - Notify users of payments that should have been collected but can’t be collected in Auth.net

• ASWBCentral Application is IMPORTED AND iscollected and date collected are null and Auth.net transaction is invalid

• ASWBCentral Application is IMPORTED AND iscollected is set but date collected is null and Auth.net transaction is invalid

• ASWBCentral Application is IMPORTED AND iscollected is not set but date collected is populated and Auth.net transaction is invalid

• ASWBCentral Application is IMPORTED AND iscollected is set and date collected is populated and Auth.net transaction is invalid

Purpose 7 - Notify users of payments in ASWBCentral that need to be updated to reflect the Auth.net transaction that was collected for

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